View source for W-2 Setup Maintenance

==W-2 Setup==
<BR>
In order to generate W-2 information, the payroll system must establish the relationship between the Definitions in the database and the boxes on the W-2 form.<BR>
<BR>
'''W-2 Box #'''
:This represents the Box # on the W-2 Form.

'''Category Id'''
:This represents the Category from the payroll system that applies to the selected Box #. 

'''Definition'''
:This represents the Definition from the payroll system that applies to the selected Box #. The drop-down list for this field is restricted to only the definitions that apply to the selected Category.

'''W-2 Group'''
:This is a special tag that selects the field on the W-2 form where this definition should be printed. This value is automatically set when a Box # is selected.

'''W-2 Label'''
:This field is used for state taxes and prints in Box 15 on the W-2 form.
:This field is used for local taxes and prints in Box 20 on the W-2 form.
:This field is used for Box 12 items and prints in the 'Code' portion of Box 12 on the W-2 form.
:This field is used for Box 14 items and prints next to the value in Box 14 on the W-2 form.

'''W-2 Sequence'''
:This field establishes a print sequence for the following items:
:* State taxes
:* Local taxes
:'''Important:''' This field must be set for each state/local tax even if only one state/local is to be reported. Make sure that each state/local tax has a unique sequence number and that both the tax and gross definitions for a given state/local tax have the same value.
:* Box 12 items
:* Box 14 items
:'''Important:''' Make sure each item for Box 12/14 has a unique value.


[[Image:KS_W2_Setup_w2.jpg‎]]


'''Miscellaneous'''
:For health insurance reporting, add Box '''12''', Category: '''HLTINS_REP''', Definition '''HLTINSCO''', W-2 Label '''DD'''

==Company Information==
<BR>
Certain employer information is needed to print W-2 forms and to E-File them.<BR>
<BR>
'''W-2 E.I.N.'''
:This represents the Employer Identification Number and prints in box 'b' of the W-2 form.

'''Name'''<BR>
'''Address 1'''<BR>
'''Address 2'''<BR>
'''City'''<BR>
'''State'''<BR>
'''Zip'''
:These represent the Employer Name/Address and print in box 'c' of the W-2 form. 

'''Contact Name'''<BR>
'''Phone #'''<BR>
'''Fax #'''<BR>
'''Email'''
:These represent the contact person responsible for W-2s at the employer. This information is required only when e-filing (Fax # is optional.)

[[Image:KS_W2_Setup_Comp.jpg‎]]

==Company Information (Taxes)==
<BR>
Certain tax information is needed to print W-2 forms and to E-File them.<BR>
<BR>
'''Tax Code'''
:This is the shortened code that represents a particular tax jurisdiction. It prints in the 'State' portion of Box 15 on the W-2 form. 

'''Description'''
:This is a longer description of the tax jurisdiction. It does not print on the W-2 form.

'''State E.I.N.'''
:This is the Employer Identification Number assigned to your company by the state. It prints in the 'Employers State ID Number' portion of Box 15 on the W-2 form.

'''Tax Type'''
:This represents the type of tax jurisdiction that this line represents:
:* City Tax
:* County Tax
:* School District Tax
:* Other Tax
:'''Important:''' Use Other Tax for state taxes.

'''State Code'''
:For state and local tax jurisdictions, enter the [[State FIPS Codes|FIPS]] code for the state that this tax represents. This is required for E-File.

'''Entity Code'''
:This represents the numeric code for a local tax jurisdiction and is required when using the 'W-2 E-File Export' option on the Payroll Year End menu.

'''Optional Code'''
:E-File only.

'''Other Data'''
:This represents a code that is required for certain local tax jurisdictions and is required only for E-File. See the tables below for details.

'''Supplemental 1'''
:E-File only.

'''Supplemental 2'''
:E-File only.

===Special State Instructions when using the Federal & State W-2 Export option on the Payroll Web Portal Export/Filing menu===

{| border="3" cellspacing="0" cellpadding="3" 
! State
! Tax Type
! Field
! Description
|-
| Indiana
| County
| Other Data
| Enter the 2-digit County Code
|-
| Ohio
| School District
| Other Data
| Enter 'SD' followed by the 4 digit School District Code
|}

===Special State Instructions when using the W-2 E-File Export option on the Payroll Year End menu===

{| border="3" cellspacing="0" cellpadding="3" 
! State
! Tax Type
! Field
! Description
|-
| Indiana
| State
| Other Data
| Enter the 3-digit Indiana Employer TID location
|-
| Indiana
| Local
| Entity Code
| Enter the 2-digit County Code
|-
| Ohio
| School District
| Entity Code
| Enter the 4-digit School District Code
|}

==E-File Setup==
<BR>
Other information is required when using the 'W-2 E-File Export' option on the Payroll Year End menu.<BR>
<BR>
'''Other E.I.N.'''
:If you submitted tax payments (Form 941) to the IRS during the year under a different E.I.N. number, enter that number in this field.

'''User ID'''
:Assigned by the IRS as an electronic signature for the employee authorized to E-File W-2 information.

'''Notify Method'''
:No longer used.

'''Terminated'''
:Check this box if the employer has ceased operations before the end of the year.

'''3rd Party Sick'''
:Check this box if any employees received third-party sick pay.

'''Resubmitting'''
:Check this box if a new E-File is generated to replace an earlier E-File for the same tax year.

'''Resub File Id'''
:Enter the WFID number that appears on the notice from the SSA when resubmitting an E-File for the same tax year.


[[Image:KS_W2_Setup_EFile.jpg‎]]

==Notes:==
See Also: 
:[[State FIPS Codes]]
:[[Payroll: Year End]]